Médecins Sans Frontières, an international humanitarian medical association founded in 1971, provides medical assistance to populations whose lives are threatened: primarily in cases of armed conflict, but also epidemics, pandemics, natural disasters, and even exclusion from healthcare.
The MSF Foundation is a specialized entity created by Médecins Sans Frontières (MSF) dedicated to medical innovation targeting patients living in resource-limited settings. Current projects include the use of 3D printing to create personalized prosthetics; the development of digital tools for epidemic control and surveillance; and the development of a smartphone app using machine learning to streamline and automate antibiotic susceptibility testing: Antibiogo.
Context :
The Antibiogo project will contribute to the fight against antibiotic resistance, a major public health problem expected to cause 10 million deaths per year by 2050.
Antibiogo is a free, open-source, offline Android application designed for laboratories in low- and middle-income countries (LMICs). It supports non-expert laboratory technicians in measuring and interpreting antimicrobial susceptibility tests (AST or Antibiogram), helping physicians prescribe appropriate antibiotics for their patients and providing accurate results that can be used for surveillance purposes.
A first version of Antibiogo, which has been clinically evaluated in three different sites and countries (Jordan, Mali and Senegal), has been CE self-certified since May 2022 (in accordance with Directive 98/79/EC on in vitro diagnostic medical devices) as a mobile device application used for the interpretation of antibiograms in resource-limited settings and is currently being deployed.
Today, Antibiogo is used in all MSF microbiology laboratories: Mali, Yemen, Jordan, Central African Republic, Democratic Republic of Congo, Afghanistan, Nigeria, Mozambique, and Sierra Leone. Antibiogo is also used in public laboratories in Mali, CAR, Comoros, Guinea Conakry, Burkina Faso, and Liberia.
The goal for 2025 is to continue its implementation beyond MSF, in all laboratories in low- and middle-income countries that lack microbiologists. Our priority in 2025 is to make Antibiogo available in West African countries and then to complete 2025 with East African countries.
The Antibiogo Quality and Administrative Assistant is a versatile position, which operates at the heart of the project’s QMS (Quality Management System) organization, providing operational and administrative support to the teams.
Different teams work under the responsibility of the Antibiogo Program Manager, including the Clinical/Implementation team (1 microbiologist, 1 epidemiologist, 2 Mobile Implementation Officers, 1 development and implementation officer), the Product and Development team (4 English-speaking people), the Regulation and Quality Assurance team – QARA (3 people).
Mission :
Under the supervision of the Project Coordination team and in close collaboration with the QARA team, she/he is responsible for implementing the document management procedure according to the ISO 13485 standard across all teams (Clinical, Development/Product, QARA and Coordination), administrative monitoring of project resources (HR, accounting, budgetary) as well as the procurement part of the project.
Tasks and Responsibilities
1. Project document management (ISO 13485)
- Ensure operational management (organization and implementation) of the document management procedure, guaranteeing the maintenance, updating, accessibility and archiving of project documentation (procedures, templates, records) in accordance with the requirements of the standard and the procedure.
- Organize and lead internal training to ensure mastery of document management within teams.
- Provide methodological support to the team for formatting documents
- Ensure the correct formatting and standardization of documents.
- Monitor the implementation of actions and the resolution of problems related to the document management procedure
- Manage documentary records relating to the review of documentation when necessary
- Have quality documents signed (electronically) when necessary
- Manage the deployment of an EDM (electronic document management) tool: organization of document migration, user training and support for getting started.
2. Administrative Monitoring of Project Resources
a. Human Resources Management
- Collect and record employee data for the creation and monitoring of HR files.
- Collaborate with the MSF Asso HR department for the drafting and entry of contracts in accordance with French labor law and the MSF HR Information System.
- Organize the arrival of new employees: equipment, badges, briefings, administrative and operational integration.
- Maintain staff contract tracking tables (employees and consultants) up to date.
- Schedule annual interviews.
- Distribute the travel/absence/office occupancy schedule and encourage its use by teams
- Format and distribute recruitment advertisements according to the defined strategy
- In accordance with the QMS HR procedure, maintain up-to-date HR documentation and reporting (organizational chart, training dashboard, job descriptions, and other HR records) necessary for monitoring performance indicators.
b. Accounting and budgetary management of the project
- Participate in the construction of the budget and monitoring its execution with the project manager.
- Contribute to the preparation of financial and narrative reports for donors.
- Monitor expenses and re-invoicing in connection with the accounting and management control of MSF Asso and the MSF Foundation
- Check and forward employee expense reports to accounting.
3. Supply
- Coordinate orders and deliveries according to project needs.
- Complete purchase requests in the MSF Finance/Purchasing Information System and monitor receipt of services in accordance with the Purchasing/Supplier procedure
- In accordance with the QMS Purchasing/Supplier procedure, maintain up-to-date Supply documentation and reporting (supplier tracking table, supplier audits and evaluations, and other supply records) necessary for monitoring performance indicators.
- Participate in the selection of suppliers.
4. Support for project coordination
- Write minutes of steering committees and team meetings
- Support the smooth running of cross-functional project activities as needed.
Profile sought:
Formation:
- Minimum Bac+2 training in quality, management or administration essential
Experience:
- Previous professional experience (2 years minimum) in a company with a quality management system according to ISO 13485 standard is essential
- Proven experience in an administrative role, ideally in a healthcare environment, is essential
- Prior experience with EDM (Electronic Document Management) tools is desirable
- Experience in an association environment is desirable and knowledge of MSF appreciated
SKILLS:
- Proficiency in the Office Pack
- Knowledge of ISO 13485 or an equivalent quality system required.
- Comfortable with IT tools: ERP, quality software.
Aptitudes :
- Rigor, organization and vigilance
- Analytical mind
- Adaptability, flexibility
- Sense of observation
- Good interpersonal skills and an appetite for teamwork
- Autonomy
Languages: English (B2 minimum / C1 desirable) and fluent French required (C1 minimum)
Job specifics:
Status: 12-month, full-time fixed-term contract. Position based in Paris. Teleworking according to MSF’s current rules.
Conditions: €40,769.12K gross annual salary over 13 months. 22 days of RTT per year. Supplementary health insurance covered 100% by Médecins Sans Frontières. Meal vouchers with a face value of €12 (60% covered by Médecins Sans Frontières). 50% coverage of public transport tickets.
Position to be filled: As soon as possible.
Due to administrative constraints linked to the duration of the contract, candidates must already have a work permit in France (citizen of the European Union) or a residence permit allowing them to work on French soil.
At MSF, we value diversity and strive to create an inclusive and accessible work environment. We encourage all qualified individuals to apply, regardless of their ethnic, national, or cultural background, age, gender, sexual orientation, beliefs, disability, or other aspects of their identity.
Application deadline: July 22, 2025
How to apply
Please submit your application directly on our website:
Quality and Administrative Assistant – Antibiogo Project (M/F) | Doctors Without Borders